Executive Administrator

Beacon Hill; California; Hybrid; USD 65,000 - 90,000; Full time

Job summary

Beacon Hill is seeking a proactive Executive Administrator to provide high-level administrative support to senior leaders in a fast-paced professional services environment. This role emphasizes calendar management, meeting coordination, travel planning, and preparing business materials, while maintaining discretion and professionalism.

The position is based in either San Francisco or Silicon Valley, following a hybrid schedule with three days in the office.

Qualifications

• 2+ years of experience providing administrative or executive support
• Experience in professional services or corporate environments preferred
• Strong calendar management, meeting coordination, and travel planning
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Excellent organizational skills with attention to detail
• Ability to manage multiple priorities in a deadline-driven environment
• Strong verbal and written communication skills
• Professional, service-oriented mindset with collaborative approach
• Ability to maintain confidentiality and exercise sound judgment
• Eagerness to learn, take initiative, and adapt to changing business needs

Responsibilities

• Provide comprehensive administrative support to one or more senior leaders
• Manage complex calendars across multiple time zones
• Coordinate domestic and international travel arrangements, including flights and itineraries
• Organize meeting logistics: room reservations, catering, technology, attendee coordination
• Prepare agendas, presentations, reports, and other documents
• Process expense reports and support administrative workflows
• Serve as a professional point of contact for internal teams and external partners
• Support meeting preparation and follow-up, track action items
• Maintain accurate records and files
• Anticipate scheduling conflicts and provide practical solutions
• Assist with special projects and events
• Handle confidential information with discretion
• Contribute ideas for improving administrative processes

Skills

Calendar management

Travel planning

Executive support

MS Office (Outlook/Word/Excel/Teams)

Discretion/confidentiality

Communication

Organizational skills

Multi-priority management

Tools

Microsoft Office Suite

Job description

We are seeking a proactive, detail-oriented Executive Administrator to provide high-level administrative support to senior leaders within a fast-paced professional services organization. This position plays a key role in keeping executives organized, informed, and operating efficiently by managing calendars, coordinating meetings and travel, preparing materials, and handling a variety of day-to-day administrative responsibilities.

This opportunity is ideal for an administrative professional looking to further develop their career while gaining exposure to senior leadership and business operations. The successful candidate will be highly organized, adaptable, responsive, and able to manage competing priorities with professionalism and discretion.

This position is based in either San Francisco or Silicon Valley and follows a hybrid schedule, with three days per week in the office. Occasional flexibility outside standard business hours may be needed to support travel, meetings, or time-sensitive requests.

Key Responsibilities

We are seeking a proactive, detail-oriented Executive Administrator to provide high-level administrative support to senior leaders within a fast-paced professional services organization. This position plays a key role in keeping executives organized, informed, and operating efficiently by managing calendars, coordinating meetings and travel, preparing materials, and handling a variety of day-to-day administrative responsibilities.

This opportunity is ideal for an administrative professional looking to further develop their career while gaining exposure to senior leadership and business operations. The successful candidate will be highly organized, adaptable, responsive, and able to manage competing priorities with professionalism and discretion.

This position is based in either San Francisco or Silicon Valley and follows a hybrid schedule, with three days per week in the office. Occasional flexibility outside standard business hours may be needed to support travel, meetings, or time-sensitive requests.

Executive Support & Coordination

• Provide comprehensive administrative support to one or more senior leaders.
• Manage complex calendars, scheduling meetings across multiple time zones and prioritizing competing demands.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Organize meeting logistics, including room reservations, catering, technology needs, and attendee coordination.
• Prepare agendas, presentations, correspondence, reports, and other business documents.
• Process expense reports and assist with administrative workflows.
• Serve as a professional point of contact for internal teams and external partners.
• Support meeting preparation and follow-up activities, ensuring action items are tracked and completed.
• Maintain accurate records, documents, and administrative files.
• Anticipate scheduling conflicts and logistical challenges, helping identify practical solutions.
• Assist with special projects, team events, and other operational initiatives as needed.
• Handle confidential and sensitive information with a high degree of discretion.
• Contribute ideas for improving administrative processes and overall team effectiveness.

Qualifications

• 2+ years of experience providing administrative, executive support, or coordination services.
• Experience within professional services, legal, consulting, financial services, or other corporate environments preferred.
• Strong calendar management, meeting coordination, and travel-planning experience.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities in a dynamic, deadline-driven environment.
• Strong verbal and written communication skills.
• Professional, service-oriented mindset with a collaborative approach.
• Ability to maintain confidentiality and exercise sound judgment.
• Eagerness to learn, take initiative, and adapt to changing business needs.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)